EMAIL Services, Access & Maintenance

CONTENTS Spam Filtering Service.... 52 About... 52 Viewing Captured Spam.... 52 Retrieving Captured Spam.... 53 Filtering Safe Mail... 53 Filtering Blocked Mail.... 54 Updating Existing Filters.... 54 Accessing Mail.... 55 MS Office Outlook........................................55 ios (Apple Portable Devices).... 56 Android (Non-Apple Portable Devices)... 57 Windows 8 Mail (Not Outlook)... 57 Outlook Web Access (Any Web Browser).... 57 Mailboxes.... 57 What Exactly Is a Mailbox.... 57 Archiving Mailbox Items.... 58 Mail Attachments & File Sharing... 59 Email 51

SPAM FILTERING SERVICE About Spam is the general name given to classify unsolicited commercial email messages. Flame Tech uses the Gmail feature of Google Apps for Business (previously Postini) to prevent spam from clogging up the mail server. Maintaining in-house spam filter lists is more daunting and time-consuming than is necessary, compared to paying for a service. Viewing Captured Spam Email Spam Filtering Service Most users will not need to do more than review the daily Quarantine Summary which is automatically sent from Google to each user s inbox. These summaries are focused to the individual s mailbox only, and show the messages caught throughout the day. They are sent daily at 9:00pm. To see all captured messages from the past month: 1. Go to www.gmail.com or if you are already at the Google search page, click the Sign In button. 2. At the login page, type your Flame Tech email address and your Google Apps (Postini) password, and click Sign In. 3. When you are at the mail page, click the More link on the right side, under the red Compose button. 4. Click the Spam folder link. ööif you started at the search page, you will be sent back to the search page with your login name in the corner. You will have to click the Mail link from the search page, to enter Gmail. 5. Anything that Gmail considers to be spam, is automatically routed to this Spam folder. Messages remaining in this folder over 30 days are autodeleted. 6. Done. 52

Retrieving Captured Spam Log into Gmail, if not already done. 1. Go the Spam folder. öösee Viewing Captured Spam on page 52 for details. 2. Check mark the message(s) you want to keep. 3. Click the Not Spam button at the top. 6. Type your email address into the To: section of the new email and then click the Send button at bottom. 4. Go back to the Inbox and open the message. 5. Click the Forward button at the top-right. ööyour address will likely be auto-completed, while typing, since Google knows your address. 7. Click the blue Send button at the bottom. 8. Repeat steps 5 through 8 for each message you wish to keep. 9. Done. ööif you happen to have your daily spam report handy, you can click the Deliver link on it, to get the message instantly sent to your mailbox. Filtering Safe Mail To avoid having safe messages accidentally captured as spam, it is advisable to create a filter for safe senders. 1. Log into Gmail, if not already done. öösee Viewing Captured Spam on page 52 for details. 2. Click on the Gmail Settings button. Email Spam Filtering Service 3. Click the Filters tab within Settings. ööfor Example: someone@someplace.com (specific address) someplace.com (entire domain) 5. Click Create filter with this search when done typing addresses. 6. Check mark Never send it to Spam, and then click the Create filter button. 4. Type the specific address or the domain name (if you want to declare an entire domain as safe ) into the From section, for each safe sender. Separate sender names/domains by commas. 7. Done. 53

Filtering Blocked Mail To force known bad messages to spam, it is advisable to create a filter for blocked senders. 1. Log into Gmail, if not already done. öösee Viewing Captured Spam on page 52 for details. 2. Click on the Gmail Settings button. 3. Click the Filters tab within Settings. ööfor Example: someone@someplace.com (specific address) someplace.com (entire domain) 5. Click Create filter with this search when done typing addresses. 6. Check mark both Skip the Inbox (Archive it) and Delete it, and then click the Create filter button. Email Spam Filtering Service 4. Type the specific address or the domain name (if you want to declare an entire domain as bad ) into the From section, for each blocked sender. Separate sender names/domains by commas. Updating Existing Filters 1. Log into Gmail, if not already done. öösee Viewing Captured Spam on page 52 for details. 2. Click on the Gmail Settings button. 7. Done. 5. Add more senders, if wanted, and click Continue. 6. Change the actions, if wanted, and click the Update filter button. 3. Click the Filters tab within Settings. 4. Click the Edit button to the right of the filter you wish to update. 7. Done. 54

MS Office Outlook ACCESSING MAIL Desktops When logging into any computer for the first time, you will need to allow Outlook to set itself up. 1. Start Outlook and it will automatically begin a wizard. 2. Keep clicking Next, OK, Continue whatever, so as to just simply click through the wizard. All answers will be automatically provided, if you have an active Flame Tech email account. 3. When the wizard is complete, Outlook will start. ööyou may need to allow Outlook a minute or so to synchronize your mailbox with that computer, before you can see some messages. 4. If asked, do not use Outlook as a RSS Reader or News Reader. 5. If you have more than one email address, seek IT personnel for support, or you will not be able to use non-flametechnologies.com addresses for outbound messages. 6. Done. Laptops Follow the same instructions as for Desktops and then continue here to allow Outlook to get your mail while out of the office. (a.k.a.: Outlook Anywhere) ööthis must be done within the Flame Tech network or over a VPN connection. 1 a. For Outlook 2007, click on Tools menu and select Account Settings. 1 b. For Outlook 2010 and higher, click on the File tab, then click Info, then click the Account Settings button and select Account Settings 2. Double-click the Exchange account so as to open up the Microsoft Exchange Settings. 3. Click the More Settings button. 4. Click the Connection tab and check-mark Connect to Microsoft Exchange using HTTP. 5. Click the Exchange Proxy Settings button. 6. In the first text box, type office.flametechnologies. com 7. Check-mark Connect using SSL only. 8. Check-mark Only connect to proxy servers [etc ] 9. In the second text box, type msstd:office. flametechnologies.com 10. Make sure that On fast networks, [etc ] is NOT check-marked. 11. Make sure that On slow networks, [etc ] IS check marked. 12. Make sure that the selection box under Proxy authentication settings is set to NTLM Authentication ööthere are special occasions when NTLM Authentication is NOT wanted, such as when you are using a laptop that does NOT login directly to the Flame Tech network. 13. Done. Email Accessing Mail 55

Email Accessing Mail Multiple Email Aliases If you have multiple addresses and would like to use the Send As feature, do the following. ööthis feature is available for Outlook, but is not easily available for mobile devices. 1. For Outlook 2007 and lower, click on Tools menu and select Account Settings. 2. For Outlook 2010 and higher, click on the File tab, then click Info, then click the Account Settings button and select Account Settings 3. Click New, and then click Next. 4. Checkmark Manually configure (etc.), and then click Next, and then click Next again. 5. Type your Name or alias. 6. Type your Email alias (such as jdoe@tntsalesinc. com.) 7. Leave the Account Type as POP3. 8. Type Incoming mail server as: localhost 9. Type Outgoing mail server as: office. flametechnologies.com 10. Type your computer login user name and password. 11. Click the More Settings button. 12. Click the Outgoing Server tab. 13. Checkmark My outgoing server (etc.), and then click OK. 14. Click Next, and then click Finish, and then click Close. 15a.For Outlook 2007, click on Tools menu and select Options. Then click the Other tab. Then click the Mail Setup tab, and then click on Send/Receive 15b.For Outlook 2010 and higher, click on the File tab, then click Options. Click on Advanced, on the left side, and then click the Send/Receive button. 15. Double-click on the group name All Accounts. ios (Apple Portable Devices) 1. Open the Settings app. 2. Tap Mail, Contacts, Calendars. 3. Tap Add Account. 4. Tap Exchange. 5. Type in your complete Flame Tech email address. 6. Type the server name: office.flametechnologies.com 7. Type the domain name: office 8. Type your user name, which is the first part of your email address before the @. 9. Type your email password. 10. Tap Done. 16. On the left side, select the account you added in the preceding steps. 17. Uncheck Receive mail items. 18. Click OK, and then click Close, and then click OK. 19. Done. 56

Android (Non-Apple Portable Devices) TBD Windows 8 Mail (Not Outlook) Start the Windows Mail app and then do the following. 1. Bring up the Charms Bar and select Settings. 2. Select Accounts. 3. Select Add an account. 4. Select Exchange. 5. Select Show more details. 6. Type in your complete Flame Tech email address. 7. Type the server name: office.flametechnologies.com 8. Type the domain name: office 9. Type your user name, which is the first part of your email address before the @. 10. Type your email password. 11. Select Connect. Outlook Web Access (Any Web Browser) Email Mailboxes 1. Open the web browser of your choice that is not older than 10 years. 2. Go to the address: https://office. flametechnologies.com/exchange 3. Type your username preceded by office\. For example: office\jdoe 4. Type your password. 5. If you are not on a computer owned by you, leave the Security selection on Public or shared computer. ööusing the Private computer option can increase performance of changing back and forth through folders and pages of mail, but will also leave personal information on that computer, which could be exploited by a hacker. DO NOT USE THIS OPTION ON A PUBLIC COMPUTER! ööif you are using Internet Explorer you may also see the option of Client: Premium or Basic. Premium looks a bit more like Outlook, has a mail preview pane and a real folder view. Basic is simpler and just gives lists of items to browse. What Exactly Is a Mailbox MAILBOXES Mailbox is the top level container that holds everything, not just the stuff in Inbox. When the server warns you that your mailbox is full, cleaning out only your Inbox will not likely help at least not for very long. 57

Everything you can access from Outlook, iphone, etc. is in your mailbox. Deleted items, spam, sent items, calendars, tasks, file attachments; they are all in your mailbox. Flame Tech s mail server is currently limited to working with 2 gigabyte mailboxes. Warnings are automatically issued when this size is nearly exceeded. Mailboxes with much activity and/or file attachments have a tendency to fill up between 6 and 12 months. See Archiving Mailbox Items on page 58 to help alleviate full mailboxes. Email Mailboxes Archiving Mailbox Items Archives are separate files and as such do not count towards the size of your mailbox. They mimic the structure of your mailbox, so that it s easy to find anything you archived. All items in a mailbox, except contacts, are eligible for archiving. Archiving may not be turned on by default, and even if it is, it may not be archiving all of the folders and subfolders that you created to organize items. Keep in mind that archive files are normally placed directly onto your local computer, as opposed to how your mailbox is kept on a server. Unless you are using a laptop, you will not be able to access your archived items while outside of the office. Even if you put your archive file onto the server (U:\ drive,) non-outlook methods of reading your mail will not have access to your archived items. Archives are currently exclusive to MS Outlook. It is highly inadvisable to keep archives on more than one PC. Enable Archiving To turn on archiving and let your mailbox automatically keep itself at a respectable size, do the following. 1a. For Outlook 2007, click on Tools menu and select Options. Then click the Other tab. Then click on AutoArchive 1b. For Outlook 2010 and higher, click on the File tab, then click Options. Click on Advanced, on the left side, and then click the AutoArchive button. 2. Default settings are usually fine as-is, which are to have AutoArchive run itself every 14 days and to clean out (archive) items older than 6 months. 3. Click the Browse button and then open Documents or U:\ (depending if you want to keep the archives on your PC or on the server.) ööthe archive file will perform better if kept on your PC. However, workstations are not backed up. ööthe reason to move the archive file is that Microsoft sets the default location to a hidden folder. If you move PCs in the future, it s too easy to forget about a hidden archive file. 4. Give the file a name, such as Joe s Archives.pst ööif you end up keeping multiple archive files, you will want to serialize the names or refer to the year endings something to easily differentiate archives. ööoutlook does not support archiving multiple files simultaneously. You will have to manually change the current archive to a new file name, if you wish. ööto view multiple archive files, click on File menu, then select Open and click Outlook Data File, then find your other archive file. Repeat for each file. 5. To make sure that all folders in your mailbox will be archiving, click the Apply these settings to all folders now button. 6. If you need to archive now, rather than wait for the next automatic run, then (2007: click File and select Archive ) or (2010+: click File, then click the Cleanup Tools button and select Archive 7. Done. 58

Mail Attachments & File Sharing About Attachments The following is presented to help understand why mail attachments can be problematic. Email is a character-based system all data is standard numbers and letters. Programs, images, Word documents, etc. are binary-based all data is nothing but on/off signals (written as 1s and 0s for people to see.) In order to send something via email, the email program converts the attachment into a character-based format called UUENCODE. Files encoded in this manner are increased in their size by roughly 30%, and then simply added on to the email message as a bunch of characters. When the message is received, the email program recognizes that a file is attached and then converts the bunch of characters back to binary, so that the recipient sees an attached file, rather than a book-sized bunch of characters added to the end of the message. Attachments are stored in the sender s mailbox as well as the recipient s mailbox. Forwarded messages automatically resend any attachments in them, thus recopying the attachment in the sender s mailbox. All attachments count towards the entire size of a mailbox, therefore they make mailboxes fill up quite fast. Each attachment is handled independently, so that when updating an attached file, the other copies sitting in your Sent Items, Deleted Items, or wherever are not updated. Updating a file does not update the copies sitting in someone else s mailbox. This leads to confusion as to determining the latest, newest updated file when it is sent back and forth for revising. All older revisions are still in everyone s mailbox taking up space. There is also the problem of mail sending size limits imposed by organizations, to prevent mail abuse. Most free public mail services limit attachment sizes to 5 megabytes, which is not very big. Private organizations may allow larger attachment sizes like 20 or 30 megabytes. This is still a bit limiting for serious business files or multiple quality photographs. See File Hosting & Transfer Services on page 59 for alternatives to file attachments or file links. File Links When sending files to others within the same organization or office, an alternative to file attachments is file linking. File links do not copy the file itself, but rather just tell where the file is located on a shared network area. Links provide the convenience of simple 1-click access, as opposed to describing where to find the file. Of course, file links do not work for anyone outside of the office, so it will likely be necessary to resort to file attachments. See File Hosting & Transfer Services on page 59 for alternatives to file attachments or file links. To link a file within an email message using Outlook: 1. Position your message window so that it occupies only a portion of your screen. 2. Find the file within a folder window. 3. Right-click on the file and drag it to your message window and place your cursor where you want the link to appear. 4. Release the mouse button and you will see a menu. 5. Choose, Create Hyperlink Here. ööthe link will possibly appear one line down from where you actually dropped it, if you place the link onto a new line. To avoid this, put a space (spacebar) onto that new line first, and place the link in front of that space. 6. Done. File Hosting & Transfer Services Alternative options exist for sending files to external contacts, without resorting to attachments. These resources give the advantage of allowing large files to be transferred and also to verify file integrity. Most corporations have an ability to host files on their own resources in such a manner that external contacts can retrieve them. Often this is via a service called FTP (File Transfer Protocol) or via web site download. Flame Tech has web hosting services outside of the company security structure. These services can be used to host files for transfer. Only IT personnel have access to place files onto these services. If corporate resources are not readily available, then a service provider can be used. Most such services use web sites to upload your file. After upload, they give you a link to the file s location. You can send that link to external contacts, who can then retrieve the file from the hosted location. Most if not all services like this require a user account and password, so as to keep files secured. Examples of Hosting Services: DropBox.com Egnyte.com ShareFile.com WARNING! - Torrent/Pier to Pier File Sharing When choosing a file hosting service, do not be duped into using something called torrent or pier to pier (P2P) file sharing. These are not secured, legitimate hosting services. They will openly copy your file to any and all Internet users who also subscribe to that service. 59 Email Mailboxes

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